random lecture theatre

Phase 3 Room Booking

Phase 3 of the Room Booking project aims to streamline the way that people find, request and book rooms that are primarily used for teaching and events.

Phase 3 content

Vision

The next phase of the Room Booking project aims to streamline the way that people find, request and book rooms that are primarily used for teaching and events.

The aim is to improve the experience for both those wanting to use the rooms and the room owners.

  • Those organising meetings will be able to search for available rooms across College that meet their needs, find out more about each of the rooms, and follow a standard process to request them.
  • Room owners will receive requests, only if the room was available, in a standard format with all the information needed to approve or decline.  A standard process will then be followed to create bookings. 
  • Room users will follow documented etiquette for use of teaching rooms
  • Room owners will have a process for reporting breaches.

Drivers

The current processes are frustrating and time consuming for both those booking meetings and those who own or manage the rooms:

  • For meeting organisers, it seems there must be empty rooms around College that could be used but it’s very difficult to find out what they are, who owns them, who to contact and how to make a request.  And it’s different for every room.
  • When a request is made, room owners find they have to email back and forth several times to get all the information they need.  The onus is on them to determine whether the room is available and suitable for the meeting organiser and then create or update the booking in the system.

 

Participation and Involvement

Scope

Rooms will include classrooms, lecture theatres, computer rooms and meeting rooms that are suitable for ad hoc bookings such as meetings, workshops, staff training, interviews, presentations, etc. when they are not being used for teaching or events.  No labs or specialist spaces are included.

Rooms that are currently bookable in the timetabling and/or events booking systems.

All campuses

Get Involved

Express an interest participating in the workshops. We are seeking representation from departmental timetablers, departmental room bookers, and anyone across College who regularly needs to find and book rooms for ad-hoc meetings.

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